Executive Assistant (to Chief Executive Officer)

Company: Tbwa Chiat/Day Inc
Location: San Francisco
Posted on: February 8, 2025

Job Description:

Executive Assistant (to Chief Executive Officer)About Us:We are a startup biotechnology company dedicated to the development of novel cell therapies to cure cancers. The company was founded on pioneering work carried out in the laboratories of Dr. Carl June and Dr. Andy Minn (University of Pennsylvania), Dr. Kole Roybal (UCSF), and Dr. Christopher Garcia (Stanford University). We are using viral vectors, universal targets, and novel cytokine biology to enhance CAR T activity in solid tumors. Our therapeutic approach has the potential to be used across multiple tumor types, enabling us to treat significant numbers of cancer patients.At our company, you would become one of our early team members where you would help to engineer a universal treatment across solid tumors, be a vital part of building our culture, and help create a world where all cancer patients can be cured. We are determined to deliver with urgency to discover new solutions and we always stay dedicated to scientific rigor; we have an ownership mindset because each and every one of us is integral to our success. Collaboration is core for us because we believe that by bringing people together with diverse perspectives, we make a stronger whole. And, we show we care about our work and each other by sharing feedback - ultimately in service of our vision to empower people to continue forward with their lives - cancer free.The Role:Reporting to the CEO, the Executive Assistant will provide general administrative support to the CEO and the San Francisco-based Executive Team (3-4 individuals in total) which includes calendar support, travel & expense management, coordinating visitors and guests, and large meeting support. They will play a pivotal role in creating a supportive and engaging office environment through planning and executive social events and teambuilding initiatives. They will have a direct impact on the growth of the team by supporting the recruitment of new team members through interview coordination and ensuring a positive candidate and new hire experience. They will partner closely with their counterpart in the Dispatch Philadelphia office to support the overall business in critical meetings. The successful incumbent will also lead special projects as needed to optimize the overall performance of the organization.Key Responsibilities:

• Provides day-to-day administrative support for the CEO and San Francisco-based Executive team (3-4 individuals in total). This includes daily calendar management, scheduling meetings, prioritizing appointments, avoiding conflicts, and ensuring that the Executive has sufficient preparation time, travel time (if needed), and downtime.
• Cultivates and champions an office environment that embodies the company's culture & values by providing general support to the overall team and office by arranging social events (lunches, happy hours, teambuilding events).
• Plays an Office Manager role for the San Francisco site, partnering with the Philadelphia-based Facilities and IT team by serving as an extension of their support and service to the local team. Liaises with the local landlord to coordinate space planning, furniture, technology and equipment requests and other general office needs.
• Partners with other Executive Assistants to plan and support the execution of critical meetings (Executive Team and Leadership Team meetings, Board of Directors meetings, Scientific Advisory Board meetings, All Employee meetings, Science meetings, Asset team meetings, journal club).
• In partnership with the HR team, supports the growth of the team through interview scheduling and creating a positive candidate and onboarding experience.
• Works closely with leadership and the finance and legal team to support the creation of contracts, consulting agreements, statements of work and associated documentation.
• Acts as the communication hub, handles internal and external communication on behalf of the organization, regularly interfaces with external stakeholders to ensure professional, clear and effective communication.
• Supports special projects as needed to help the business run more effectively.Required Experience & Skills:
  • Minimum of 10 years of previous Administrative Assistant experience
  • Previous experience supporting C-level leadership
  • Eager and enthusiastic about performing in a fast-paced and dynamic, professional environment
  • "Teamwork" mentality and a demonstrated willingness to pick up tasks that are outside of the traditional Executive Assistant role description
  • Expert level proficiency in a wide range of technology, specifically Microsoft Office suite and proficiency with collaboration tools such as Zoom, SharePoint, videoconferencing
  • Exceptional organizational skills with strong attention-to-detail and the ability to effectively multi-task
  • Superior communication skills with the ability to convey messages effectively and succinctly, representing the Executive Team's voice and tone accurately
  • Proactive in managing issues, foreseeing potential problems, and preparing solutions in advance
  • High level of discretion and trustworthiness when handling sensitive and confidential mattersPreferred Experience & Skills:
    • Biotechnology industry experience preferredWhat we Value:At our company, we hire for values first, followed by capabilities and skills. Our values guide everything we do---Determined to Deliver:By working with focus and passion, we can provide patients with the solutions they need.Own Every Outcome:We can reach new heights when we stay centered on our shared success.Collaboration at the Core:When we band together, our work is better.Feedback is Fundamental:Constructive and authentic positive feedback may be difficult to master but it is vital to our success.Working Here:
      • We offer a highly competitive compensation package with meaningful ownership through equity
      • 401(k) with generous contribution
      • Life insurance
      • Flexible PTO policy
      • Additional substantial benefitsWe are an equal opportunity employer.We are committed to inclusion and diversity, and we do not discriminate on the basis of race, gender, religion, gender, sexual orientation, age, color, marital status, veteran status, disability status, national origin, or any characteristic protected under applicable law.Apply for this job
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Keywords: Tbwa Chiat/Day Inc, San Francisco , Executive Assistant (to Chief Executive Officer), Executive , San Francisco, California